Every time you put something on the internet, you run a risk of it falling into the wrong hands. When you upload pictures on social media, a lot of people you don’t even know can have a look at it and use it. Even with all the privacy and security options, there can still be data breach. This is more so possible when you upload sensitive information on your servers. Having information available on the cloud server is necessary, especially if it involves work. There are more advantages than risks when using online applications so it shouldn’t deter you from using them. Like digital signature software, it is known to make transactions and processes quicker and more efficient. It can also save you money on some expenses and increase revenue. But this is more risky, since it is your signature that is on the line. The fear of data breach shouldn’t stop you though, from making use of this amazing software since there are measures you can take to protect yourself from possible data breach and identity theft.
Identify Threats
Did you know that according to a study done by IDC Research, 79% of Americans, age 18-44 years old, reach for their phones minutes after waking up. That means they look at their phones even before doing their morning routines. That same number also has their phones with them 22 hours of the day. This is mostly because they can do anything and everything on the internet with just the use of their phones. Mobile banking, online shopping, contacting and communicating with friends and family, and doing business can all be done with the use of a smartphone, tablet or computer. With the development of digital signature tools, even signatures no longer have to be done in person. There really is no need to go outside anymore. Everyone is on the internet which also increases the risk of identity theft. The first step to protecting your signature is to identify possible threats.
- There are eSignature software vendors that don’t take security seriously. So when deciding which software to get, be sure to prioritize security. Read reviews of digital signature software to know about how vendors protect their clients. Weak security is one threat that can be thwarted. There are authentication measures to be done before a signer signs a document. Ask your vendor what their authentication steps are. If you have identified weak security as a threat in one software, then you shouldn’t get it. Or if you have already bought it and are using it, it is time to change service providers. Another question that you should ask is how are the documents encrypted and protected when they are already in the cloud server. What security measures they employ to make sure that all information in the server will stay safe and tamper free?
- Alarm system. Another possible threat to your security is the absence of an alarm system in your software. This is not like an alarm system in shops or stores, where you press a button and the police come barging in. This is more like a notification or email, alerting you that a document is being tampered with. But to provide more security for you and your signature, pick a software that offers tamper proof digital signatures. This is possible and available in some of the software. Not every software is the same, so security also varies from vendor to vendor. According to the 2016 global fraud study of the Association of Certified Fraud Examiners, an organization can lose about 5% of their revenue from tampered documents. So it can be seen that not only identity theft but also loss of revenue can be the result of data breach and tampering. This can be easily solved with the acquisition of the top eSignature software that offers tamper proof security.
- There are standards and regulations that are being followed when using electronic signatures. You can lessen the risk of data breach if you use a software that follows the standards set by the governing bodies involve in digital signatures. Read eSignature software reviews to know which service providers follow standards and which do not. Always listen to the opinions of users since they are the ones who have already tried the software.
Audit Vendor’s Technology
Now that you have identified the possible threats, compare your ideal security to that of your vendor’s technology. You are probably going to have lifelong documents that contain crucial information, so you want something that can protect those documents as well as your more current ones. Take into consideration measures than can combat the threats that were mentioned above. Here are some factors of your service providers’ technology that you should look into:
- According to webopedia.com, encryption is the most effective way to secure your data. It is an algorithm or secret code, so that any document or file that is encrypted cannot be opened unless you are the holder of the key to unlock it. Any third party that feels like snooping around and opening files they should not would be unable to open any encrypted files. This is an ingenious way to protect your documents and save you possible identity theft. There are many levels of encryption and you should only use an electronic signature software that uses the highest level. Other than signatures, initial should be encrypted too. Since they can still be used to steal you identity and wreak havoc on your life.
- Authentication is the step that someone undergoes to make sure that one’s identity is verified. This is to prevent anyone from just using any signature to sign transactions and other documents that need signing. This is one security measure that should be present in all electronic signature tools. Only get digital signature software that has a strict authentication process before a signatory can sign a document. Ways of authentication can be email confirmation, secret questions, codes that are sent through mobile and other ways to identify the identity of a person. Authentication should also be put in place when opening documents not just when signing. This is to ensure that no other people will look into documents that aren’t theirs.
- Last factor that you should look into is digital shredding. When files are deleted, they aren’t necessarily gone. They are just hidden and forgotten. That is where shredding comes in. The files that are deleted are overwritten many times so the original information can no longer be seen. This step will ensure that your privacy is taken seriously. You can have control over all the data that can be viewed by you and other people. There are eSignature tool vendors that keep any documents that are saved in their servers, even when the contract has been terminated. So you should choose a software that allows you to shred any documents that are in the cloud. This is so that no one else can see the information in the file even if it is still in the server.
eSignatures
With all the threats to your security when using eSignature software, it seems counter-intuitive that eSignatures can actually increase the security of your documents. For all the fear that you feel for putting your signature out there, it isn’t actually very easy to steal information when you have a digital signature. There are many factors and processes before you can use a digital signature. And even after it is used there are also steps that can be undertaken to verify the validity of said signature. So how does the top eSignature software increase security of documents?
- Every person that wants to use digital signatures has to apply for a digital certificate from a certifying authority. This can be a private or third party vendor, or this can be from the company that you are working for and are utilizing the eSignature software. This certificate is not just given to anybody and a verification process will be done to ensure that you are who you say you are.
- When a digital signature is used, a private key is provided. For every signature there is a unique key that is generated. This is to validate the signature afterwards. It can be validated with the use of independent applications like Adobe and Microsoft. This will ensure that no tampering has been done to the document after it was signed.
- Before you can sign and view a document, an authentication process has to be done. This is so, not everyone can just use your signature and open your documents.
The internet is a global system that connects everyone to anyone. It is both a wonderful and scary thing. And if you do not take the right steps to protect yourself, you might find yourself a victim of identity theft. There are many things that hackers can do that we couldn’t even fathom. Follow the steps above so you can be sure that your signature is safe from bad guys and enjoy the freedom that eSignatures provide.
Keep your eSignature safe from identity theft with the use of digital signature software. Read the reviews to find out which has the best security.
John Tovar
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